Analyzing Responsive and Initiative Documents

You have already seen the documents that you are going to review for this activity. However, this time you are going to analyze them more critically. For each document, use the checklist provided below to help with your analysis.

Question

SharePoint

Printer

Dow Jones (revised)

Reader focus

Does the document have an informative subject line (if used)?

Yes No

Yes, the subject line indicates that the document includes information on using SharePoint and that this will cover a specific use.

Yes No

Yes, the subject line includes the key elements of evaluating printers and making a recommendation.

Yes No

Yes. However, the first paragraph is not parallel with the subject line. The two main ideas in the text (problems and resolution) are presented in reverse order from the subject line.

If responsive, does it have a responsive reminder?

Yes No

Not a responsive document

Yes No

Yes: “As you requested …”

Yes No

Not a responsive document

Good organization

Is the purpose clear?

Yes No

Yes, the purpose is stated in the first paragraph: “… the purpose of this document is to explain …”

Yes No

Although the purpose is not explicitly stated in this e-mail, it is implied by the subject line.

Yes No

Yes, the writer states the purpose: “This is to advise you …”

Is the main message explicitly stated?

Yes No

Yes, the main message is stated right after the purpose statement:
“SharePoint offers several benefits and requires three easy steps to use.”

Yes No

Yes, the main message is stated in the first sentence of the second paragraph:
“I recommend that we purchase the Tektronix Phaser 780….”

Yes No

Yes.
Note: In this case, the purpose statement is embedded in the main message:
“This is to advise you of how these problems are being resolved….”

Is the information logically arranged?

Yes No

Yes, sections and paragraphs answer specific questions readers may have in a logical sequence, and are clearly marked by headings and topic sentences.

Yes No

Yes, paragraphs are clearly marked and follow a logical sequence.

Yes No

Yes, apart from the reversal of information from the subject line to the first paragraph, the information does flow logically from the main message.

Good mechanics

Is the document visually appealing and appropriate?

Yes No

Yes, the document uses two levels of headings to clearly show readers where to find the answers to their questions.

Yes No

Yes, the writer uses a table to make the comparison of printers more visually apparent.

Yes No

Yes, the writer uses short paragraphs and bulleted lists to make information visually distinctive.

Are the mechanics correct (spelling, grammar, and punctuation)?

Yes No

Yes.

Yes No

Yes.

Yes No

Yes.

Module 2 Planning and Drafting Correspondence

Analyzing Responsive and Initiative Documents

Module 2
Planning and Drafting Correspondence